Full Job Description
Notes: For priority consideration, please apply by July 31, 2020.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19. Click here for updates
Work is ordinarily performed in an office environment but may be performed remotely depending on health and safety requirements under the COVID-19 pandemic.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Graduate School provides instrumental services to UW graduate programs, faculty and students while championing the enterprise of graduate education itself.
The Graduate School has an outstanding opportunity for a Program Administrator within the interdisciplinary Master of Human-Computer Interaction + Design program.
Are you energized by work that is varied, harried, and appreciated? Do you want to be part of a small team that makes a big difference, where “please” and “thank you” are often heard? Do you have skills laying dormant in your current position? Are you longing for the opportunity to grow unappreciated skills? Do you want to use everything you’ve got to contribute to a successful venture?
This position utilizes knowledge of UW policies, creates and carry out processes and procedures, and collaborates with the Director of Operations and administrative staff within the Graduate School, UW Continuum College (UWC²) and four academic unit sponsors (Computer Science & Engineering, Human-Centered Design & Engineering, Information School, and Design in the School of Art + Art History + Design, College of Arts & Sciences), resulting in program operations running smoothly in support of highly satisfied students. Each of these units values diversity, equity and inclusion as a core value.
The Program Administrator of MHCI+D is responsible for administering all aspects of the operations of this unique 11-month graduate program that integrates several disciplines, bringing together design, technology, and the study of human behavior. Consider promoting your professional growth as Program Administrator in this successful and highly-regarded interdisciplinary graduate program.
Manage and perform all program fiscal activity
Prepare an annual operating budget ($1.8m for FY21) for Faculty Group approval; assess previous year’s outcome; prepare justification and communication with Graduate School and UWC²; monitor and report to Program Director, Director of Operations and Faculty Group
Attribute expenses to programmatic goals; recommend and implement budget revisions, (3) Perform monthly budget reconciliation for program budgets (currently 3)
Negotiate hiring and payroll details for UW faculty from 4 supporting academic units teaching HCID core courses, according to MHCI+D agreement with the units
Liaise with supporting academic units to arrange for hiring and payroll for guest lecturers from industry, Teaching Assistants, and all program Academic Student Employees
Conduct all program purchasing (Ariba, Procard, PO/Non-PO), including course and studio supplies (such as outfitting mini-maker space with computer prototyping materials), event catering, equipment and furniture purchases, supplies for students and for recruiting
Manage use of Procard; perform monthly reconciliation and reporting for all MHCI+D Procard holders (currently 3)
Work with vendors under contract or ad hoc, such as water filter, printer/copier, software licenses
Arrange for reimbursements to students, staff, and faculty, for travel, supplies, research gratuities
Plan logistics for program courses, plan and execute program events
Initiate advanced planning with Program Director and ensure timely quarterly creation of core courses
Negotiate with four supporting academic units quarterly to secure appropriate elective courses for MHCI+D students
Liaise with UW Continuum College (UWC²) as single point of contact for creation of core and elective courses in Time Schedule
Perform related functions for core courses, including instructor evaluations, electives feedback surveys, and facility access for instructors and Teaching Assistants
Collaboratively plan and arrange annual and quarterly program events; independently conduct all arrangements, including schedule, invitations, catering, publicity, venues, guest hospitality, and so on; ensure that all program events are innovative, cost-effective, and seamless
Convert planned events from in-person to online delivery when social conditions require this
Lead logistics for partner departments to collaboratively support the DUB community, including weekly DUB Seminars and annual DUB Retreat
Manage facilities and internal communication
Responsible for building lease negotiations and payment; point of contact for landlord for building improvements and for all facility issues and requests
Responsible for building security such as building entry procedures, key distribution, instructions, and signage
Monitor office common spaces, conference rooms, studio, and shared reception space; order, track, receive, arrange, and distribute supplies (up to 50 pounds), equipment, furniture, and fixtures; ensure spaces are professional and equipment is functional; rearrange furniture as needed for classes and events; arrange to clean, replace, repair, or adjust equipment, furniture, and supplies as needed
Independently recommend, test, and implement appropriate online and physical tools and lead in the use of shared tools to ensure efficiency and effectiveness of internal communication
Function as super-user of communication and management tools; responsible for training faculty and staff on all tools, ensuring full utilization of selected tools
Responsible for accuracy and thoroughness of all program calendars and communication tools and for consistency of information being provided by faculty and staff to students, campus partners, and industry partners
Manage Academic Student Employees (ASE)
Collaborate with Director of Operations and other MHCI+D staff in interviewing, hiring and onboarding all program Academic Student Employees
Supervise the work of Academic Student Employees in operations-related roles (currently 2)
2-3 years of experience
Attention to detail, able to perform tasks with precision and accuracy
Ability and willingness to acquire UW ProCard authority
Demonstrated ability to work effectively both as an individual contributor and collaborative team member
Demonstrated ability to interact with people from diverse backgrounds, including those for whom English is a second language
Must include demonstrated experience with one or more of the following: (A) Budget development and monitoring, (B) Event management, (C) UW systems, such as Time Schedule, SDB, Course Management, Ariba, MyFD, MyGrad
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Master’s Degree, in any subject
Excellent time-management and organizational skills and the ability to independently manage work priorities across multiple projects, meeting specific timelines
Leading or supervising the work of others
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or firstname.lastname@example.org.